Varnville, SC
ADMINISTRATIVE ASSISTANT & BOOKKEEPER
JOB SUMMARY: Administrative support and financial record - keeping for the office of a small custom manufacturing firm, in an often fast - paced environment. Responsible for representing the company in a positive manner to ensure a superior level of customer experience. A professional demeanor and appropriate attire are required
STARTING SALARY: $18.00 an hour
DUTIES AND RESPONSIBILITIES ADMINISTRATION:
• Front office reception and administration including but not limited to:
o Answer telephones, provide information/assistance or screen/route caller to appropriate staff, take messages;
o Greet guests warmly and direct/escort guests to appropriate individual, make introductions.
o Maintain office, kitchen and restroom spaces and supplies;
o Run errands, as required.
• Communicate with managers so as to understand all necessary aspects and needs.
• Customer interaction, feedback and follow-up.
• Perform all types of clerical duties, including but not limited to:
o Open, sort, stamp, and distribute incoming mail;
o Process outgoing mass mailings;
o Compose and type routine correspondence, meeting minutes and memoranda;
o Send/receive, and file/retrieve correspondence both electronically and manually;
o Proofread company documents;
o Prepare files, make copies, collate, and staple materials
• Assist with shipping logistics and prepare shipping documents as requested.
• Assist with purchasing, including but not limited to:
o Source and request quotes for materials, supplies and services;
o Prepare purchase orders and follow up with suppliers and service providers;
o Receive materials and supplies as applicable;
o Process, record and file documentation both electronically and manually
• Database entry and updates, including but not limited to:
o Customer and Vendor tables, and Outlook Contacts;
o Quotations, Customer Orders;
o Requests for Quotes, Purchase Orders
• Online or archival research as requested.
• Support sales staff with development and preparation of marketing materials.
• Provide back-up for the Office Manager when the Office Manager is absent.
• Performs other duties and responsibilities as they arise in a small organization where everyone cross trains to a variety of roles.
BOOKKEEPING: • Process, verify, reconcile, and record financial transactions in accordance with standard accounting procedures, including but not limited to
• Process, verify, reconcile, and record financial transactions in accordance with standard accounting procedures, including but not limited to:
o Accounts Payable;
o Accounts Receivable;
o Credit card transactions.
• Run and reconcile financial reports.
• File and maintain financial records both electronically and manually
KNOWLEDGE, SKILLS, AND ABILITIES:
• Administrative/accounting experience sufficient to perform assigned duties.
• Excellent writing, communication and interpersonal skills, demonstrating tact and diplomacy.
• Critical thinking and analysis.
• Effective and flexible interaction with diverse groups of people including management, staff, customers, and suppliers.
• Ability to exercise judgment and discretion in handling sensitive and confidential issues.
• Ability to work effectively both as part of a team and individually.
• Exceptional organizational skills sufficient to prioritize and complete assignments and projects independently, while balancing competing needs and attending to detail.
• Demonstrated, outstanding ability to work under pressure in a busy office with frequent interruptions, changing priorities and short deadlines.
• Organized and self - motivated to keep tasks with specific deadlines moving fast.
• Proficient with Microsoft Office: Microsoft Outlook, Word, Excel, PowerPoint
CREDENTIALS AND EXPERIENCE:
• Associates degree in appropriate discipline.
• Or 3 years relevant experience with demonstrated grasp of office administration and bookkeeping fundamentals.
• Knowledge of and experience using information technology tools.
• Quick Books and / or ERP experience a plus.
SPECIAL REQUIREMENTS:
• Understand and adhere to current Quality Policy and procedures.
• Willing to work overtime, on occasion, as required
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